Real Estate Operations Manager
Pink Palm Properties of Douglas Elliman
Boca Raton, FL US
Posted ago
Pink Palm Properties of Douglas Elliman

Operations Manager for Top-Producing Luxury Agent in Boca Raton needed!


You LOVE organization and creating systems so that everything works perfectly – at work and in your personal life. It’s just who you are. Your passions include dotting all “i’s” and crossing all “t’s" and having an Instagram-worthy pantry/closet. You are an upbeat, happy person with a can-do attitude, always finding a way to accomplish what you set out to do and living to be your best self. You enjoy working in a fast-paced environment, being go-go-go all day while managing a hundred details impeccably. You maintain spotless integrity with your word and keep confidence and confidentiality without even thinking about it. You are polished and poised – it would be tough to get you flustered… and we should meet!


I am a high-energy and high-drive, top-producing luxury real estate broker working in a fiercely competitive market – Boca Raton, Florida. To surprise and delight my clients is what I LIVE for! Having the experience be seamless and making it look effortless comes with an immense investment of time, effort and energy in the back end… and that’s where you come in!

You are an experienced real estate operations manager pumped to be my right-hand in the mission to crush It for our clients by delivering an unprecedented level of service. This job can appear glamorous from the outside – be clear that under all of it, there is a lot of very unglamorous work that goes into every aspect of it. We will be serious sometimes and laughing hysterically at others – all the while operating in high gear.

We have fun, love what we do – and work our faces off!

  • Maintain listing and sales checklists to ensure smooth transactions
  • Handle the maintenance, ordering and installation of all office equipment
  • Handle all bookkeeping and payroll
  • Administer and oversee the listings and sales filing systems
  • Work with the management team on issues and problems

General Administrative Duties

  • Oversee all aspects of the administration of the business
  • Create and manage all systems for sellers, buyers, client database management, lead generation tracking, lead follow-up and all office administration
  • Maintain all agent financial systems, profit and loss statement, bill payment, budget(s), bank accounts, and business credit card(s)
  • Coordinate the purchasing of any office equipment, marketing materials and any other business related supplies and materials
  • Create and update a business operations manual and all job descriptions/employment contracts for any future hires
  • Manage the recruiting, hiring, training and ongoing leadership of all future administrative hires
  • Hold agent(s) accountable for conducting all agreed upon lead generation activities
  • Ensure that all agent activities are limited to listing property, showing property, negotiating contracts and lead generation

Active Client Management Duties

Prior to sale

  • Run all aspects of seller and buyers’ transactions from initial contact to Agreement
  • Organize all listing materials: pre-listing presentation, Listing Agreement, sellers’ disclosures, comparative market analysis, pull online property profile, research old multiple listing service (MLS) listings and etc
  • Coordinate with sellers for all home photos, staging, repairs, cleaning, signage, lockbox, access requirements and marketing activities
  • Arrange all documents for signatures on listing agreement, disclosures and other needed documentation and review for accuracy
  • Submit all essential documentation to office broker for file compliance
  • Organize showings and obtain feedback
  • Present weekly updates to sellers regarding showings and marketing activities and a market snapshot
  • Organize all public open houses
  • Enter all listing information into MLS and websites
  • Input all necessary information into client relationship management program and transaction management systems

Post firm sale

  • Oversee all aspects of buyer and seller transactions from purchase agreement to closing
  • Coordinate with mortgage agents and appraisers
  • Schedule home inspections and repairs
  • Submit all documents to office broker for file compliance
  • Schedule, coordinate and attend to closing related issues
  • Input all client information into client database system, including future address
  • Schedule 30, 90 and 120 Day client customer service follow up calls to assist with any home improvement provider recommendations and to ask for referrals
Marketing and Business Development

  • Manage client relationship management system
  • Create all buyer and seller packages
  • Coordinate the preparation of all listing and open house flyers, graphics, signage and all other marketing materials
  • Manage and update agent website(s), blog(s) and online listings
  • Assist agent to manage social media presence
  • Track all online business sources
  • Plan all client and vendor appreciation events
  • Regularly request client testimonials for websites, social media and other marketing materials
  • Coordinate and implement agent marketing videos and property videos online and database campaigns

  • Must have a valid Real Estate License
  • Work in collaboration with team members or independently as needed
  • People oriented
  • Strong written and verbal communication skills
  • Computer skills, including but not limited to Microsoft Office Suite, e-mail, Facebook, Twitter, WordPress and more
  • Bookkeeping skills
  • 3+ years of management experience required
  • Mac/Apple savvy (required)
  • Google Apps
  • Customer Relationship Management, Salesforce a plus
  • Residential Real Estate industry experience
  • Social media savvy
  • This is a salary based position with bonus structure payment
$48,000 - $72,000 yearly
About Pink Palm Properties of Douglas Elliman

Pink Palm Properties is a boutique luxury Real Estate division of Douglas Elliman Florida representing properties exclusively in East Boca Raton and Highland Beach, Florida. 

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